AHA7 Business Policy Manual - AHA Region 7

REGION 7 - Business Policy and Business Operations Manual

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Region 7 Business Policy &

Operations Manual


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Table of Contents

Mission Statement .............................................................. Error! Bookmark not defined.

Objects and Purposes .......................................................................................................... 3

Governing Authorities for Region 7 Business .................................................................... 3

Update Procedures .............................................................................................................. 3

Officer Roles and Responsibilities...................................................................................... 3

Elections and Terms of Office ............................................................................................ 5

REGIONAL DIRECTOR and VICE DIRECTOR ......................................................... 5

Region 7 Secretary .......................................................................................................... 6

Region 7 Treasurer .......................................................................................................... 6

Region 7 Show Commissioners ...................................................................................... 6

Region 7 Delegates ......................................................................................................... 7

Region 7 Judges Selection Committee ........................................................................... 7

Judges Committee Procedures ........................................................................................ 8

Region 7 Nominating Committee ................................................................................... 8

Business Calendar ............................................................................................................... 8

Administration .................................................................................................................. 11

Region Delegate Meetings ............................................................................................ 11

Administration .............................................................................................................. 11

Correspondence............................................................................................................. 11

Contracts ....................................................................................................................... 11

Federal and State Filings ................................................................................................... 12

Region 7 Budgets .............................................................................................................. 13

Region 7 Operating Budget .......................................................................................... 13

Region 7 Show Budget ................................................................................................. 13

Funds Management ........................................................................................................... 14

Investment Strategy ...................................................................................................... 14

Payables and Other Funds Distribution ........................................................................ 14

Write-off Policy ............................................................................................................ 14

Business Policies ............................................................................................................... 15

BP1 – Region 7 Scholarship ......................................................................................... 15

BP2 – Region Club Distributions ................................................................................. 15

BP3 – Public Relations ................................................................................................. 15

BP4 – Delegates ............................................................................................................ 15

BP5 – Insurance ............................................................................................................ 16

Show Commission Policies............................................................................................... 17

SCP1 – Judges Selection Policy ................................................................................... 17

SCP2 – Contracted Staff ............................................................................................... 17

SCP3 – Budget .............................................................................................................. 17

SCP4 – Show Commission Reporting .......................................................................... 18

SCP5 – Insurance .......................................................................................................... 18

APPENDIX A – REGION 7 BYLAWS ........................................................................... 19

APPENDIX B - Youth Scholarship Scoring Rubric ......................................................... 25

APPENDIX C – Youth Scholarship Application ............................................................. 26


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Objects and Purposes

The objects and purpose of Region Seven, Arabian Horse Association are to:

1. Foster and encourage good relations between member associations of Region Seven.

2. Promote and coordinate Arabian Horse Show activities throughout Region Seven and sponsor

the holding of Arabian and Half-Arabian Regional Championship shows.

3. Formulate publicity and educational programs and other activities in the interest of the Arabian

Horse owner, Club and enthusiasts.

4. Promote, encourage and stimulate popular interest in the outstanding qualities of the Arabian

Horse.

5. To coordinate with AHA and to adopt its objects and purposes.

Governing Authorities for Region 7 Business

The Bylaws of AHA

The AHA Rule Book (where applicable to business)

The Region 7 Articles of Incorporation

The Region 7 Bylaws

Internal Revenue Service

Utah State Tax Commission

Arizona State Tax Commission

Nevada State Tax Commission

Region 7 Business Policy and Operations Manual

Region 7 Show Commission Policy Manual

Region 7 Show Commission Procedure Manual

Update Procedures The Region 7 Business Policy and Operations Manual will be reviewed and may be

updated annually at the Region 7 Caucus meeting held in conjunction with the AHA

Annual Convention by a majority vote of those voting delegates present.

Updates to the AHA governed portions of this manual or any state or federal regulatory

changes affecting this document will be automatic and do not need delegate approval.

Changes of this nature will be noted annually at the AHA Convention Region 7 caucus.

Officer Roles and Responsibilities

Region 7 Director - The Director is the executive officer of the Region. The Director

shall preside over all meetings of the Region. The Director shall call meetings when

needed in accordance to these By-Laws and the By-Laws of AHA. The Director shall

have general charge and supervision of the business of the Region. The Director shall

appoint all committees with the exception of the Show Commission and the Judges


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Selection Committee and the Nomination Committee who shall be elected by the

Delegates. (AHA Bylaws – Article VII, Section 3, Paragraph d. The Regional

Director in each Region shall act as the Chair of the Regional Board of Delegates of

his or her Region during his or her term in office.)

Region 7 Vice Director - The Vice-Director shall assist the Director in all performances

of the Director’s duties and exercise all functions of the Director in the Director’s

absence. If for any cause the office of Director is vacated, the Vice-Director shall serve as

Director for the remainder of the unexpired term.

Region 7 Secretary - The Secretary shall keep accurate minutes of all meetings and shall

notify all members of the time and place of any meeting. The Secretary shall also be the

property custodian and shall keep an inventory of all property and allow use of it upon

approval of the Director, and shall perform such other duties as usually pertain to the

office of Secretary. THIS OFFICE MAY BE COMBINED WITH THE REGION 7

TREASURER.

Region 7 Treasurer - The Treasurer shall collect all monies due to the Region and shall

deposit them as directed by the By-Laws. The Treasurer shall keep an accurate account of

all money received and expended; and shall disburse funds only within the amount

specified. All expenditures shall be certified and accounted for. The Treasurer shall

present a detailed financial report to the Association at the Annual Meeting. The

Treasurer shall be responsible for all Federal and State filings. THIS OFFICE MAY BE

COMBINED WITH THE REGION 7 SECRETARY.

Region 7 Delegates - The Delegates to represent Member Organizations within Region

Seven shall be those Delegates qualified for the AHA Delegates according to Article VII,

Section 1, AHA By-Laws or as amended.

Region 7 Show Commission and Commissioners - The Region 7 Show Commission

shall consist of six Commission members, two from each state within Region 7 (presently

Arizona, Nevada and Utah) and the Region 7 Director, seven voting members.

Commission members need not be Region 7 delegates, but must be Region 7 members in

good standing with an Arabian Horse Association affiliate club.

The Regional Director may appoint up to 3 Commissioners as needed to ensure

disciplines, business background and other skills as needed are included on the

commission. These members shall also have voting priviledge.

Resignation and replacements of elected Show Commission members will be filled by

appointment from the Director of a Region 7 member from the same state with the

majority approval of the Show Commission.


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Elections and Terms of Office The regulations for Regional Officers and terms of office are governed by both the

Regional Bylaws and the Bylaws of AHA with the latter generally superseding the

former.

Region 7 Bylaws

ARTICLE VII

OFFICERS Section 1. Officers

The elected officers of the Association shall be Director, Vice-Director, Secretary and

Treasurer. The Secretary and Treasurer may be one person.

ARTICLE VIII

ELECTION OF OFFICERS Section 1. Elections

The officers of Region Seven shall be elected according to Article VII, Section 3,

Paragraphs A and B of AHA By-Laws.

Section 2. Vacancies

Any vacancy occurring between annual meetings shall be filled according to Article VII,

Section 5 of the AHA By-Laws.

Section 3. Mail Ballot

The Delegates may take action by mail, provided that each delegate is notified by mail at

their last known address of the proposal to be acted upon, and a majority indicate assent

thereto.

Section 4. Majority

A majority of the votes cast is necessary for the election of all officers.

Section 5. Date of Election

The election of Director, Vice Director and Secretary Treasurer shall be held in the

month of June of the election year.

Section 6. Election Officer

An individual, not running for office, will be elected by the Delegates, for the purpose of

receiving nominations, sending out ballots, receiving ballots and determining results.

These results will be reported to the Director.

REGIONAL DIRECTOR and VICE DIRECTOR

The election of the Region Director and Vice-Chair are governed by AHA Bylaws

Article VII

Section 3. Selection of Regional and At-Large Directors

Paragraph a.

In each of the Regions the Voting Delegates shall serve as a Regional Board of

Delegates. The Regional board of Delegates of each Region shall nominate and elect one

(1) Director and one Regional Vice-Chair every other year. Voting by proxy shall not be

permitted. Odd and even-numbers Regions shall elect Director in odd and even-

numbered years respectively.


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Paragraph b.

Election or appointment of Directors shall be completed no later than thirty (30) days

before the opening day of the Annual Convention held during the calendar year of the

election. (Res 3-05)

Paragraph c.

Voting by mail. The Regional Board of Delegates may elect their Regional Director and

Regional vice Chair by mail, if provided for and in accordance with Region’s bylaws.

Section 4. Regional and At-Large Directors Term and Limitation.

Paragraph a. Each Regional and At-Large Director’s term of office shall be

approximately two (2) years, beginning at the close of the Annual Convention following

his or her election or appointment, as appropriate, and lasting until his or her successor is

selected and takes office at the close of the Annual convention following the successor’s

selection.

Paragraph b. No person shall be eligible to hold the office of Director for a continuous

period in excess of two (2) consecutive terms (four years). The foregoing limitation shall

not preclude a person appointed to a term of one year or less by the Trustees or any

director elected to serve the remainder of an unexpired term and thereafter being elected

and re-elected to serve two (2) consecutive two-year terms.

(NOTE: THERE ARE NO TERM LIMITS SET FOR THE VICE-CHAIR IN

EITHER THE AHA BYLAWS OR THE REGION 7 BYLAWS)

Section 5. Regional and At-Large Directors Vacancies.

If the Regional Director position becomes vacant, the Regional Vice-Chair shall become

the Regional Director and serve out the remainder of the Regional Director’s term. If the

Regional Vice-Chair position becomes vacant the Regional Board of Delegates shall elect

a new a new Vice-Chair. Any At-Large Director vacancy shall be filled by the Trustees.

Region 7 Secretary

The Secretary is elected for a two-year term in the odd number years in which the

Director and Vice-Chair are elected. There are no term limits set for the Region

Secretary. The Secretary and Treasurer may be one person.

Region 7 Treasurer

The Treasure is elected for a two-year term in the odd number years in which the Director

and Vice-Chair are elected. There are no term limits set for the Region Treasurer. The

Secretary and Treasurer may be one person.

Region 7 Show Commissioners

The Region 7 Show Commission shall consist of six elected Commission members, two

from each state within Region 7 (presently Arizona, Nevada and Utah) and the Region 7


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Director, seven voting members. Commission members need not be Region 7 delegates,

but must be Region 7 members through an Arabian Horse Association affiliate club.

The term for Show commissioner is 2 years. One from each state is elected each year so

the no more than 3 would be replaced through term expiration. There is no limit to the

number of terms a commissioner can serve. Elections will be held by the same process as

for the Regional Director, Vice-Chair, Secretary and Treasurer.

The Regional Director may appoint up to 3 voting Commissioners as needed to ensure

disciplines, business background and other skills as needed are included on the

commission.

Region 7 Delegates

The election of delegates is governed by the AHA Bylaws Article VI. Section 1

paragraphs a through Paragraph k.

Some specific exerts are:

Must be a member of an affiliate organization of Region 7 and be in good

standing as an AHA Adult of Life Member.

Each member organization is entitled to one voting delegate for each 50 AHA

Adult or Life members in good standing or part thereof as of June 30 of each

year.

Each member organization of Region 7 must submit the name(s) of the voting

delegates and alternate voting delegates as described in the AHA Handbook.

Additionally these names are to be submitted to the Regional Director in

accordance with the Regional bylaws consistent with the AHA Bylaws.

Each Regional Director serves as a voting delegate.

Each Past Director serves as a voting delegate for the period following the

expiration of their Directorship equal to the period served so long as they remain

an Adult or Life Member in good standing.

Voting by proxy is not permitted.

Region 7 Judges Selection Committee

The Region 7 Judges Selection Committee will be nominated by the Nomination

Committee and elected in conjunction with the Region 7 Officer and Show Commission

elections. Four Judges Selection Committee Members will be elected each year for a 2

year term. There will be no consecutive year terms.

The committee will consist of eight members with two representing all Sport Horse

divisions and six representing all other divisions. Three members representing all non-

Sport Horse divisions and 1 Sport Horse representative will be elected each year. The two

Sport Horse members will select and rank a minimum of 2 judges for Sport Horse,

Dressage, and Hunter/Jumper. The four remaining committee members will select and

rank judges with a minimum of 5 for English and 3 each for Western, All-around, and

Working Western. (UPDATED FROM SIX MEMBERS TO EIGHT 2008 CAUCUS)


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The Stewards will be chosen by the Show Commission. Since the working relationship is

primarily with the Show Manager and Show Secretary the Show Commission shall work

with the Show Manager and Show Secretary to secure the best support possible.

Judges Committee Procedures

The Judges Selection Committee will select and rank a list of Level I judges to be

contracted in order of ranking for the Region 7 Show for the year after next. (E.g.

November 1999 Committee selects for the 2001 show.)

The Judges Selection Committee is encouraged to seek suggestions from all

Arabian Horse Association affiliate clubs within Region 7.

The Judges Committee should make every attempt to complete the list by the end

of convention. The latest the list can be turned over to the Show Commission is

by the end of the November Convention Region 7 Caucus meeting. The list will

be given directly to the Director of the region and is not to be revealed at the

meeting. After March 31 and in the event a list has not been provided, the Show

Commission will assume responsibility to obtain judges. (Caucus 11/06)

The Committee should review the last two years judging panels from U.S.

Nationals, Canadian Nationals, Youth Nationals, and Scottsdale and Region 7.

It is important to understand the panel of judges must be credible and well

respected as this can make a 50 to 100 horse difference in show participation.

The Show Commission template should be used to ensure all requirements are

met in determining quality, diversity and quantity of eligible candidates.

The Judges Selection Committee shall check the AHA Website and USEF to

verify the judges’ qualifications to judge Regional Shows before submitting their

selections to the Regional Director.

Once the Regional Secretary has notified the Regional Director that all Judges are

contracted, the Regional Director shall immediately notify the Region 7 affiliate

club presidents.

The Show Commission shall have the authority to contract one year further out if a

recommended judge is not available for the year requested but is willing and available for

the following year.

Region 7 Nominating Committee

The Region 7 Nominating Committee will be nominated and elected at the annual

meeting held in conjunction with the Arabian Horse Association annual convention. The

Nominating Committee will consist of 3 members, one from each state, elected in odd

numbered years for 2 years. There is no limit to the number of terms. The immediate Past

Director shall serve as the chair of the Committee.

Business Calendar The Fiscal year of Region Seven shall be the calendar year.


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January IRS 1099 - Mailed by January 31

Mail Project Specific Funds

Send copies of the Convention caucus minutes to delegates

February IRS 1096 to IRS

Send check to Nevada Corporation Commission for Renewal

March

AHA Board of Directors Meeting, Aurora, Co (Regional Director)

April Tax information to accountant

May Taxes due by the 15th


June

Club nominations due to AHA for Board elected positions (June 1)

Election for Show Commission

Election for Officers every two years - (odd number years)

Send ballots to last years convention delegates for return by end of June

Report Region Officers Elect to Arabian Horse Association

Final club membership count of delegates and alternates to annual

convention due (June 30)

Region 7 Scholarship Application Deadline

July

Count and report election results

Send results to delegates and club presidents

Utah Commission report due

August


Club Excellence Awards entries due

Convention Resolution Deadline

Regional Volunteer Service Award nominations due to Regional Director

(August 31)

September

Youth of the Year Nominations due to AHA (September 1)

A Forecast of Income and Expenses will be presented to the Director

for approval (September 1).

List of certified convention delegates and alternates for AHA Convention

due from affiliate clubs to AHA (September 1)

Deadline for submission of nominations for the Ambassador Award for

Arabian, Half-Arabian and Anglo-Arabian horses to AHA (September 1)

Nominations for AHA Convention-elected positions deadline (candidates

and resumes)

Club level Volunteer Service Award nominations due from affiliate clubs

Early bird registration discount for AHA Convention

Resolutions mailed to convention delegates


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October Renew BOD insurance policy

Election of Officers must be completed (Oct 15)

National volunteer Service Award nominations awarded at convention due

from regions to Executive Committee.

Extraordinary resolutions submission deadline for AHA Convention

Regional level Volunteer Service Award winners, presented at AHA

Convention due to AHA (Oct 31)

Region 7 Delegate reimbursements information submitted to Treasurer (Oct

31)

November

AHA Board of Directors Meeting at Convention (Regional Director)

AHA National Convention

Application Deadline for following year regional shows (must be submitted

no later than the end of convention)

December Send delegate reimbursements to clubs for delegates who actually attended

The convention

Breeders Sweepstakes: breeding entries, nominated sires and mares entry

deadline

Halter Futurities for new and re-nominated horses entry deadline

NOTE: FOR ALL AHA RELATED DATES CONSULT THE AHA WEBSITE UNDER

MEMBERSHIP/DATES AND DEADLINES WWW.ARABIANHORSES.ORG FOR

OFFICIAL AND SPECIFIC DATES EACH YEAR.

http://www.arabianhorses.org/


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Administration

Region Delegate Meetings – Region 7 will conduct an annual meeting in

conjunction with the AHA Annual Convention be held at the scheduled time by the AHA

Convention Planning committee. This meeting will be the major business meeting of the

region.

It is recommended that a second Region 7 Delegates meeting be held in conjunction with

the Region 7 Championship show or at a time and place approved by the delegates. The

scheduling of the second meeting shall be determined by the delegates at the convention

meeting. Additional meetings may be scheduled as needed. Meetings are to be called and

scheduled in accordance with the bylaws of Region 7.

Administration - Meeting minutes shall be taken and be submitted to the Region 7

Secretary to be kept as part of each year’s official records. Permanent records will be kept

with the Regional Secretary regardless of who records and maintains the records for the

regional meetings. All other official records will also be retained and stored by the

Region 7 Secretary. All records shall be retained for a minimum of 3 years or in

accordance with regulatory agencies whichever is longer.

Correspondence – All official correspondence for Region 7 will be on letterhead

with the Region 7 Logo. All business related correspondence must be signed by either the

Director, Vice-Chair, Secretary or Treasurer.

Contracts – Contracts for Region 7 must be signed by the Region 7 Director or

approved for signature for the following designated signers. The Financial contracts with

banks and other financial institution can be signed by either the Director or the Region 7

Treasurer. The Director may designate the Secretary of the Region to sign on his/her

behalf. All contracted staff, judges and stewards contracts in support of ASHO4U and

the Region 7 Championships may be signed by either the Region 7 Director or the

Region 7 Secretary.


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Federal and State Filings

File Date File Form Amount Mailing Address

May 15 IRS 990 $0.00 Internal Revenue Service

Ogden, UT 99999

Notice Corp Report $10.00 Arizona Corporation Commission

c/o Annual Reports – Corporations Division

Phoenix, AZ 85007-2929

Notice Corp Report $12.00 Division of Corporations &

Commercial Code

Box 146705

Salt Lake City, UT 84114-6705

Notice Corp Report $25.00 Secretary of State

202 North Carson Street

Carson City, NV 89701-4201


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Region 7 Budgets Region 7 will operate two separate budgets. The Region shall have a business operating

budget to be approved by the voting delegates at the Regional Caucus meeting held

during the AHA Annual Convention.

The Region 7 Show Commission shall create a budget to be submitted to the Regional

Director for approval. The net proceeds of the Regional Show and ASHO4U will be

transferred to the general fund at such time as all bills have been approved and authorized

payment has been presented and at such time as all receivables are collected.

Region 7 Operating Budget

The budget forecast is to be created by the Region 7 Officers. The Region 7 Operating

Budget shall be presented to the Voting Delegates for approval at the AHA Annual

Convention Regional Caucus meeting. The Operating budget should include but not be

limited to:

Director Travel and Business expenses

AHA BOD Lunches

Promotional and Public Relations Expenses

Convention Expenses

o Officer Travel

o Caucus meeting (meeting room, food beverage, other arrangements)

Regional Operating Expenses (administrative)

Corporate Filings

Regional Directory

Accounting Fees

Fund Requests

Youth Committee Expenses (Youth Director Travel)

Club Disbursements

Region 7 Show Budget

The forecast of income and expenses should be determined based on the actual

expenditures of the prior three years shows and contemplate all reasonable projections

for the next year to include but not be limited to: facility contracts, vendors contracts such

as temporary stalls, staff support, contracted staffs costs, projected exhibitor participation,

etc.

The Forecast of Income and Expenses will be presented to the Director by September 1

for approval for the ASHO4U Pre-show and the Region 7 Championships.

Prize money for ASHO4U, the Lead In Show, is to be kept at the minimum necessary to

maintain an "A" rating ensuring that the winner gets at least the class entry fee returned.

Prize money for the Region 7 Championship classes will be up to $15,000.00. If


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additional sponsorships are available this amount can be exceeded by a maximum of

those sponsorships collected.

Funds Management All funds will be deposited in a bank selected by the Regional Director in

coordination with the Regional Treasurer.

Deposits will be detailed by source and purpose.

All payments must be supported by receipts or budget line item.

All accounting information is available to Region 7 delegates at anytime with

coordination with the Region 7 Director.

Two financial reports will be prepared annually:

o Region 7 Show report will be prepared September 1- August 31. This

allows a complete show account for the show year.

o IRS Tax report will be prepared and reported on a calendar year basis.

Investment Strategy

Funds in excess of current operating requirements may be invested in money

market or investment accounts with an insured bank or brokerage.

Funds must be place in conservative accounts.

Payables and Other Funds Distribution

All payables will be approved and paid within 30 days of receipt of invoice.

Payment to clubs for delegates attending the AHA National Convention will be

paid within two weeks after the close of the convention.

The amount of payments for delegates will be the lowest AHA convention

registration fee.

Payment to clubs for profit distribution will be determined by the Region 7 caucus

at the AHA Annual Convention and paid no later than January 31 following the

convention.

Write-off Policy

Every attempt will be made to collect all receivables for Region 7. Where

appropriate, the procedures of USEF and AHA will be utilized to collect

delinquent fees for shows and events.

Checks issued by Region 7 will be considered void after 120 days.


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Business Policies

BP1 – Region 7 Scholarship

BP1.1 - Each scholarship shall be based on involvement in the candidates Region 7 club,

positive community involvement, and good citizenship and grades during their high

school studies.

BP1.2 - One scholarship will be awarded each year.

BP1.3 - A fund in perpetuity has been established for this purpose. The value of a

scholarship is $1000.

BP1.3 - The funds from the scholarship will be paid directly to the recipient’s chosen

college/university after verified successful completion of the first full semester’s classes.

BP1.4 – Each Region Seven club is eligible to suggest and support one outstanding

potential recipient. This would give us a field of twelve outstanding individuals to

consider.

BP1.5 - The scholarship committee will be appointed by the Director and shall consist of

1 member from each of the three regional states.

BP1.6 - The committee shall review and rate the recipient and recommend this choice to

the Region Seven Director. Although not required, attempt will be made to rotate the

recipient each year through the three states. Choice will be made on criteria over locality.

BP1.7 – Application deadline will be March 31. The winning candidate will be

announced at the AHA Annual Convention Region 7 Caucus meeting.

BP2 – Region Club Distributions

BP2.1 - The net profits after all operating expenses, show expenses and retained earnings

shall be distributed to the Region 7 Affiliate Clubs.

BP2.2 – The determination of the distribution shall be on available funds for any

promotion that supports the Objects and Purpose Statement of Region 7.

BP2.3 – All unpaid funds for each fiscal year will be returned to the general fund of

Region 7.

BP3 – Public Relations

BP3.1- Public Relations shall be in support of the AHA Public Relations Network.

BP3.2- Region 7’s support of the AHA Public Relations Network will be for those Public

Relations activities that all mutually benefit to AHA and Region 7.

BP3.3 – The public relations budget shall not exceed ten percent of the overall operating

budget of Region 7 except where additional contributions are collected for that purpose.

BP4 – Delegates

BP4.1 – Delegates for Region 7 shall be determined in the manner described in AHA

Bylaws Article VI.


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BP4.2 – An affiliate organization of Region 7 that elects not to register AHA delegates

may submit a list of Delegates, the number to be determined in the same manner as

described in AHA Bylaws Article VI for the purpose of voting on Region 7 matters such

as Regional elections and other Region 7 Business matters that occur outside any AHA

Annual Convention Region 7 Delegate Caucus Meeting.

BP5 – Insurance

BP5.1 – The officers of Region 7 shall not fail to ensure that appropriate liability

insurance is in place for the directors, officers, members.


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Show Commission Policies

SCP1 – Judges Selection Policy

SCP1.1 – The Judges Selection Committee shall not fail to give the list of recommended

judges to the Regional Director no later than March 31 in the year prior to the Show for

which they are selected. In the event this should occur, the Show Commission shall

assume responsibility.

SCP1.2 – The Show Commission shall not fail to work from the selection list to the best

of their ability

SCP1.3 – The Show Commission shall have the right to contract a judge on the list two

years out should the candidate not be able to do the requested show and indicates

availability to do so.

SCP1.4 – The Show Commission shall not fail to call the selected judges for availability

and verbal commitment prior to June 30 of the year the selection list is received.

SCP1.5 – The Show Commission shall select the USEF Stewards working with the Show

Manager and Show Secretary in determining qualified and suitable candidates.

SCP1.6 – The Show Commission shall not fail to send the Judges and Stewards contracts

by the end of September of the year the selection list is received.

SCP2 – Contracted Staff

SCP2.1 – The Show Commission shall not fail to contract qualified staff for all paid

employees according to the job descriptions in the Show Commissions Policy Manual.

SCP2.2 – The Show Commission shall not fail to pay fair but reasonable rates for all

contracted staff. Rates shall be in the mid-range of industry rates placing candidates

experience and ability to meet job requirements above the preferred rate.

SCP2.3 – The Show Commission shall not fail to secure volunteer help where possible

except for those position which require regional and/or national level members of staff

such as but not limited to Show Secretary, Show Manager, Barn Manager, Paddock

Manager, Discipline Coordinator, etc.

SCP3 – Budget

SCP3.1 – The Show Commission shall create, present and approve a budget as directed in

the Show Commission Policy Manual.

SCP3.2 – The Show Commission shall not fail to budget according to recent Region 7

Show trends (last 3 years minimum) and shall not fail to budget for a profit to meet the

approved operating budget of the Region.

SCP3.3 – The Director or Show Commission Chair shall not fail to report to the Region 7

Delegates any deviations from Budget Policy at the AHA Annual Convention Region 7

Caucus Meeting.

SCP3.4 – The Show Commission shall not fail to be conservation in the expenses of the

show but must give full consideration to the best interest of the exhibitors and represent

Region 7 professionally so the exhibitor is motivated to return to Region 7 annually.


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SCP4 – Show Commission Reporting

SCP4.1 – The Show Commission shall determine all Show Commission Policies and

Show Commission Operating Procedures under the mandates of the Region 7 Business

Manual. The Show Commission shall not fail to update its manuals according to planned

changes, regulatory changes or other authority that requires a change in policy or

procedure.

SCP4.2 – The Show Commission shall not fail to keep current the Show Commission

Policy Manual and the Show Commission Procedures Manual.

SCP4.3 – The Show Commission Chair or the Regional Director shall not fail to report to

the delegates at the AHA Annual Convention Region 7 Caucus meeting documented

changes to the Show Commission Policy Manual and the Show Commission Procedure

Manual.

SCP5 – Insurance

SCP5.1 – The Show Commission shall not fail to ensure all insurance requirements are

met for USEF, AHA, the Facility, and other insurance as required to mitigate Region 7’s

risk at all Region 7 sponsored events.


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APPENDIX A – REGION 7 BYLAWS

AHA7 BY-LAWS

ARTICLE I

NAME

The name of this organization shall be Region Seven, Arabian Horse Association (AHA).

ARTICLE II

OBJECTS AND PURPOSES

The objects and purpose of Region Seven, Arabian Horse Association are to:

1. Foster and encourage good relations between member associations of Region Seven.

2. Promote and coordinate Arabian Horse Show activities throughout Region Seven and

sponsor the holding of Arabian and Half-Arabian Regional Championship shows.

3. Formulate publicity and educational programs and other activities in the interest of the

Arabian Horse owner, Club and enthusiasts.

4. Promote, encourage and stimulate popular interest in the outstanding using qualities of the

Arabian Horse.

5. Do any and all things necessary or appropriate to accomplish the objects and purposes

stated herein.

6. To coordinate with AHA and to adopt its objects and purposes.

ARTICLE III

AFFILIATION

Region Seven, Arabian Horse Association is a qualified Region of the Arabian Horse Association

and subject to all provisions of the Constitution, By-Laws, Codes of Ethics, and any other rules and

regulations governing the Arabian Horse Association.

ARTICLE IV

MEMBER ORGANIZATION

Section 1. Composition

Region Seven shall be composed of those non-profits clubs, associations and corporations, which

have aims and purposes similar to those of Arabian Horse Association within the geographic area

set forth by the Arabian Horse Association as Region Seven. These organizations will hereinafter be referred to as Member Organizations.

Section 2. Changes

Membership may change from time to time in accordance with the changes made by Arabian

Horse Association.

Section 3. Delegate Representation

A. Voting Delegates:

The Delegates to represent Member Organizations within Region Seven shall be those

Delegates qualified for the AHA Delegates according to Article VI, Section 1, AHA By-Laws

or as amended.

B. Non-voting Delegates: The Presidents of any Member Organization of Region Seven.

ARTICLE V


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CORPORATE POWERS

This incorporated association may sue and be sued; may adopt a corporate seal and change it at

pleasure; may contract and be contracted with; shall, within the limitation of the objects and purposes for which this association is formed, be treated as an entity of itself.

ARTICLE VI

FINANCES

Section1. Membership Dues

The dues of Member Organizations shall be determined by the majority vote of the qualified

Delegates at the annual meeting (Article III) upon the recommendation of the Director of the

Region after a complete review of the financial status of the Region and the projected needs for

the following year are reported.

Section 2. The Fiscal Year The Fiscal year of Region Seven shall coincide with the calendar year.

Section 3. Procedures

Dues are payable on the first of January of the following year in which the dues assessment was

passed. Dues are due and payable during the entire year from the Member Organization in

accordance with its membership. Dues are to be paid and maintained at a current schedule every

two months. If after two months, no dues or reports of “no dues necessary” do not reach the

Treasurer, then that Member Organization shall be considered delinquent and dropped from

Region Seven Membership.

Section 4. Penalties

A. There shall be no penalty for reinstatement, but all past dues for the current fiscal year

must be paid in full.

B. All delinquent Member Organizations shall be prohibited from qualifying for AHA activities

associated with Region Seven, National Show and local shows where sponsored or approved by AHA and Region Seven, etc.

Section 5. Report

An annual financial statement shall be presented to the delegates at the annual meeting.

Section 6. Deposition The dues shall be deposited in a federally insured bank.

Section 7. Bonding

The Treasurer shall furnish a bond of not less than one thousand dollars ($1,000.00) or such figures as may be determined by the delegates on which the premium shall be paid by the Region.

Section 8. Disbursement

The funds will be distributed in accordance with the Region 7 Business Policies and budget as

approved by a majority vote of the delegates and for the usual and customary secretarial needs for the proper operation of the Region.

ARTICLE VII

OFFICERS

Section 1. Officers

The elected officers of the Association shall be Director, Vice-Director, Secretary and Treasurer.


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The Secretary and Treasurer may be one person.

Section 2. Duties

A. Duties of the Director

The Director is the executive officer of the Region. The Director shall preside over all

meetings of the Region. The Director shall call meetings when needed in accordance to

these By-Laws and the By-Laws of AHA. The Director shall have general charge and

supervision of the business of the Region. The Director shall appoint all committees with

the exception of the Show Commission and the Judges and Stewards Selection Committee

who shall be elected by the Delegates. The Show Commission shall not consist of a

majority from any one state.

B. Duties of the Vice-Director

The Vice-Director shall assist the Director in all performances of the Director’s duties and

exercise all functions of the Director in the Director’s absence. If for any cause the office of

Director is vacated, the Vice-Director shall serve as Director for the remainder of the

unexpired term.

C. Duties of the Secretary

The Secretary shall keep accurate minutes of all meetings and shall notify all members of

the time and place of any meeting. The Secretary shall also be the property custodian and

shall keep an inventory of all property and allow use of it upon approval of the Director,

and shall perform such other duties as usually pertain to the office of Secretary.

D. Duties of the Treasurer

The Treasurer shall collect all monies due to the Region and shall deposit them as directed

by the By-Laws. The Treasurer shall keep an accurate account of all money received and

expended; and shall disburse funds only within the amount specified. All expenditures shall

be certified and accounted for. The Treasurer shall present a detailed financial report to the Association at the Annual Meeting.

ARTICLE VIII

ELECTION OF OFFICERS

Section 1. Elections

The officers of Region Seven shall be elected according to Article VII, Section 3, Paragraphs A and

B of AHA By-Laws.

Section 2. Vacancies

Any vacancy occurring between annual meetings shall be filled according to Article VII, Section 5 of the AHA By-Laws.

Section 3. Mail Ballot

The Delegates may take action by mail or by electronic mail, provided that each delegate is

notified by mail/e-mail at their last known address of the proposal to be acted upon, and a majority indicate assent thereto.

Section 4. Majority A majority of the votes cast is necessary for the election of all officers.

Section 5. Date of Election

The election of Director, Vice Director and Secretary Treasurer shall be held in the month of June

of the election year.

Section 6. Election Officer


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An individual, not running for office, will be elected by the Delegates, for the purpose of receiving

nominations, sending out ballots, receiving ballots and determining results. These results will be reported to the Director.

ARTICLE IX

MEETINGS

Section 1. Annual Meeting

Region Seven shall hold an annual meeting at the approximate time and place of the AHA annual convention; the exact day, date, time and place to be determined by the Director.

Section 2. Other Meetings

Other meetings may be called by the Director or a majority of the Delegates with 30 days notice

given to all Delegates, Alternate Delegates and Presidents or Member Organizations. Consideration

should be given for proper representation when special meetings are called as to time and place.

Section 3. Quorum

A quorum shall consist of those present after due notification has been made. If a majority of the Delegates are not present, a mail confirmation must be made of any and all action taken.

Section 4. Voting

Voting will be as needed (voice, ballot, etc.) to meet the cause. A Majority of a quorum is

necessary to enact a motion. On a mail ballot, a “no” response will be considered in favor of the proposition or motion.

Section 5. Rules of Order

Roberts Rules of Order shall govern the deliberations of the Region where not otherwise provided in our By-Laws and those of the AHA.

ARTICLE X

COMMITTEES

Section 1. Committee Appointments

Committees will be appointed by the Director as needed and as required by the AHA. Memberships

to AHA and other committees will be appointed by the Director, with the exception of the Show

Commission, the Judges Selection Committee and the Nominating Committee.

Section 2. Annual Review

Committees and committee appointments should be assessed annually for activity and need before reappointment. Non-active appointees or committees should be terminated.

ARTICLE XI

Section 1. Resignation

Any Member Organization may resign at any time provided it is in good standing and there are no

charges against it. Such resignations must be made in writing and presented to the Secretary.

Resignations shall become effective in 30 days, if not approved earlier by other organization

Delegates.

Section 2. Reprimand

Any Member Organization may be reprimanded, suspended or expelled for violation of the

Constitution and By-Laws, gross misconduct, or misconduct as defined in the Principles of Ethics,

or additional rules of ethics governing Member Organizations of this association. Charges against a

Member Organization must be made in writing to the Director.


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Section 3. Disciplinary Action

A. Disciplinary action shall be consistent with any action by AHA.

B. Loss of privilege to show in Regional sponsored or recognized shows will be enacted. C. The Board of Delegates of the Region shall act as judge on all disciplinary measures.

Section 4. Limitation of Liability

The corporation shall, to the extent legally permissible, indemnify each person who may serve or

who has served at any time as an officer, director, or employee of the corporation against all

expenses and liabilities, including, without limitation, counsel fees, judgments, fines, excise taxes,

penalties and settlement payments, reasonably incurred by or imposed upon such person in

connection with any threatened, pending or completed action, suit or proceeding in which he or

she may become involved by reason of his or her service in such capacity; provided that no

indemnification shall be provided for any such person with respect to any matter as to which he or

she shall have been finally adjudicated in any proceeding not to have acted in good faith in the

reasonable belief that such action was in the best interests of the corporation; and further

provided that any compromise or settlement payment shall be approved by a majority vote of a quorum of directors who are not at that time parties to the proceeding.

The indemnification provided hereunder shall inure to the benefit of the heirs, executors and

administrators of persons entitled to indemnification hereunder. The right of indemnification under

this Article shall be in addition to and not exclusive of all other rights to which any person may be entitled.

No amendment or repeal of the provisions of this Article which adversely affects the right of an

indemnified person under this Article shall apply to such person with respect to those acts or

omissions which occurred at any time prior to such amendment or repeal, unless such amendment

or repeal was voted by or was made with the written consent of such indemnified person.

This Article constitutes a contract between the corporation and the indemnified officers, directors,

and employees. No amendment or repeal of the provisions of this Article which adversely affects

the right of an indemnified officer, director, or employee under this Article shall apply to such

officer, director, or employee with respect to those acts or omissions which occurred at any time

prior to such amendment or repeal.

ARTICLE XII

ORDER OF BUSINESS

1. Call to Order

2. Roll Call-establish those present and a quorum

3. Reading of the Minutes

4. Report of Officers

5. Unfinished Business

6. New Business 7. Adjournment

ARTICLE XIII

SUPERSESSION

The Arabian Horse Association Constitution, By-Laws, Rules and Regulations supersede these By-


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Laws at all times.

ARTICLE XIV

AMENDEMENTS

Section 1. Amendments

These By-Laws may be amended by a majority vote of the Delegates present at an annual

meeting after the proposed amendment has been sent 30 days previous to all Delegates,

Alternate Delegates and Presidents of all Member Organizations. If a majority of the Delegates do not vote because of absenteeism, a mail ballot is acceptable.

Section 2. Suspension of By-Laws

These By-Laws may be suspended by a unanimous vote at an annual meeting or regularly called meeting.

ARTICLE XV

ENACTMENT

Resolved: That these amended By-Laws shall take effect and be in force from and after passage by the Region and that all previous By-Laws of this Region are hereby repealed.

Revised 12/04/2003

Revised 11/15/2007


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APPENDIX B - Youth Scholarship Scoring Rubric * To be completed by school counselor/administrator and accompanied by short written reference. ** To be completed by community service coordinator and accompanied by short written reference.

***To be completed by AHA Region 7 club officer and accompanied by short written reference THE FOLLOWING ITEMS ARE REQUIRED FOR EVALUATION:

Items to Evaluate Satisfactory 1-5 pts Competent 6-10 pts Excellent 11-20 pts Points Earned Attendance

School or event *, **, ***

80 - 84%

85 - 90%

95 - 100%

Academic Achievement *

2.0 - 2.99

Not applicable

below 2.0 gpa

3.0 - 3.499

3.5 - 4.0+

(+weighted classes)

*Citizenship

C grade average

multi- semester

B grade average

multi semester

A grade average

multi semester

*Student Organization

and/or Activities

Local level

involvement only

Little or no

leadership roles

Local, County

involvement

At least one

leadership role

Local, County, State

involvement

At least two leadership

roles

Academic letter of Recommendation

**Community Service and/or

employment

No evidence of

community service

events and/or

positions held

Provides less than

two community

service events and/or

positions held

Provides 3 or more

community service events

and/or positions held

Community Service letter of Recommendation

***AHA Region 7 Club

Involvement

Non-active club

participation, only

shows horses

Occasional

participation in club

functions and

leadership other

than showing horses

Consistent participation

and leadership in

club functions and

showing horses

AHA Region 7 club letter of Recommendation

Essay must cover

1.Favorite club experience

2.Favorite community

involvement experience

3. Reason for applicant to be

the best qualified

Must be five paragraph

format–introduction, three

paragraph body, closing

Does not cover all

three items

Contains more than

one misspelling or

grammatical error

Essay not formatted

properly or clearly

identified by

applicant’s name

Briefly but

incompletely covers

all three items

Contains one

misspelling or

grammatical error

Essay partially

formatted properly

and/or not clearly

identified by

applicant’s name

Completely and clearly

covers all three items

Spelling and grammar

error free

Essay formatted properly

and clearly identified by

applicant’s name

Individual Region 7 scholarship committee member’s evaluation

Signed:


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APPENDIX C – Youth Scholarship Application ARABIAN HORSE ASSOCIATION REGION SEVEN

YOUTH INVOLVEMENT SCHOLARSHIP For current high school seniors–to be paid directly to college/university

after verified successful completion of first full semester. For school and activity reference (Please use separate copy for each school reference, Region Seven club

reference, community reference. All three are required.)

Scholarship applicant’s name (Print)_____________________________________________

Home Address______________________________________________________________

Phone number/e-mail address (____)___________________/_________________________

A. Region Seven club affiliation /number of years of membership _______________/______

Name and phone number/e-mail address of specific officer/title who will be

contacted__________________________________________________________________

Actual Club Involvement/Committees, horse show assistance_________________________

__________________________________________________________________________

__________________________________________________________________________

*Requires short written reference by designated officer

B. Community Service Involvement other than horse related/time of service______________

___________________________________________________________________________

Name and phone number/e-mail address of specific coordinator/title who will be

contacted___________________________________________________________________

Actual service involvement/specific agency________________________________________

___________________________________________________________________________

___________________________________________________________________________

*Requires short written reference by designated coordinator

C. High school of attendance____________________________________________________

Name of specific reference at that high school (counselor, administrator who will be contacted)

___________________________________________________________________________

Grade point average/number of semesters____________________________________

*Requires short written reference by designated school representative addressing Sportsmanship and

Citizenship, Enthusiasm/Spirit,

Perseverance,

Reliability/attendance.

To be completed by applicant:

Name_______________________________________________________________________

A. Write and attach a three paragraph essay stating your favorite experiences with your Region Seven club

involvement, your favorite experiences in your chosen community involvement, and why you feel you are

the best applicant for this scholarship.

B. Have you applied for and been accepted at a college or university?___ Which specific one(s)? Please

submit applicable contact’s address and phone number/e-mail for future reference.

____________________________________________________________________________

____________________________________________________________________________

C. What will be your field of study?_______________________________________________


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Please note: INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED. ALL MATERIAL MUST BE

SUBMITTED AT ONE TIME AND IN ONE ENVELOPE. MUST BE POSTMARKED BY MARCH 31.

Please mail application materials to:

Georgia Tachoires Region Seven Scholarship Chairman P.O. Box 19042 Reno, NV 89511-0777

I certify that the information in this application is true and accurate to the best of my knowledge and belief.

I understand the Region Seven Scholarship Committee will make the final decision.

Signed_________________________________ __________________________________

(Full name of applicant) Parent or guardian if under 18 years

Documents

AHA7 Business Policy Manual - AHA Region 7